THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

Divisional Headquarters

POSITION TITLE: Administrative Assistant

LOCATION/DEPT: DHQ - Social Services

REPORTS TO (TITLE): Assistant Divisional Social Services Director

FLSA CATEGORY: Non-Exempt

STATUS TYPE: Full Time

Administrative support is provided for Assistant Divisional Social Services Director and Assistant to Divisional Financial Secretary (Social Services) as well as a liaison between Social Services and other departments at Divisional Headquarters and Territorial Headquarters. A liaison between the Social Services Department and Corps Officers, Center and Program Directors and Caseworkers as well as personnel from government agencies, Nicor Gas Company, social service agencies and United Ways also exists.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support

1. Respond to inquiries and make outside contacts for the purpose of relaying or obtaining information.
2. Resolve routine complaints, requiring independent judgment and resourcefulness.
3. Refer clients, including walk-ins, to appropriate Salvation Army programs and other community resources.
4. Be aware of appointments for Assistant Divisional Social Services Director.
5. Provide communication link for the department, screening incoming correspondence and forwarding to appropriate staff for response.
6. Compose and type letters in response to correspondence that does not require direct communication from supervisors.
7. Assist in staff meetings and workshop preparation.
8. Maintain and develop filing system, including bring-ups, to serve needs of Assistant Divisional Social Services Director.
9. Maintain office supplies and equipment.
10. Perform the duties of the administrative assistant for the Divisional Social Services Director, in her absence.

Contract Coordination

1. Coordinate processing government contracts and MOUs/MOAs - constant care imperative due to possible loss of funds.
2. Report to supervisor on an exception basis.
3. Process contracts with the Divisional Finance Board and Territorial Finance Board. This includes cover letter, face sheet, contract, affidavits, assurances, authorizations, budget forms, certifications, resolutions and signature pages.
4. Coordinate corrections with Corps Officers, Program, and Center directors.
5. Enter contracts and MOUs/MOAs into Citrix and TSAMM.
6. Keep a file of all contracts and MOUs/MOAs.
7. Interact with varied staff operating matters.

Program Coordination

1. Coordinate Nicor Gas Sharing and Energy Aid programs.
2. Monitored by supervisor only as to the results of the annual program.
3. Distribute applications to and provide interview training for Corps Officers and caseworkers from Corps, Service Extension Units, and Service Center in the NCI Division.
4. Approve emergency exceptions to eligibility requirements.
5. Coordinate corrections with Corps Officers and caseworkers before processing; constant care imperative due to potential loss of funds.
6. Process applications with Divisional Finance Department for payment to Nicor Gas Company. (Streamline accounting procedures.)

Other Duties

1. Assistance with other duties and responsibilities as needed.

EDUCATION/ EXPERIENCE

• Associate of Arts degree required; Bachelor's degree preferred.
• 5 plus years administrative assistance experience.
• Experience with a computer-based work environment and an excellent working knowledge of Word.
• Must be proficient in MS Office, including Word, Excel and PowerPoint.

THE SALVATION ARMY MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.